You can review a list of all existing customer invoices and credit memos from the Invoice List.
From this screen, you can review a list of all recurring and one-time invoices and credit memos, and open the records of specific invoices or credit memos for editing, deletion, or further review.
The screen also provides buttons that enable you to access the Invoice Templates screen, from which you can create convenient invoice templates for standard or common invoices to minimize data entry and reduce the potential for errors, and the Finance Charges screen, from which you can compute and apply finance charges to customer invoices.
To review the Invoice List:
1. Select Invoice List from the Sales menu to open the Invoice List screen.
Alternatively, in the Customer Invoice screen, click List to open the Invoice List.
By default, the table on the Invoice List screen includes all unpaid, unprinted invoices.
2. (Optional) Click one of the following buttons:
§ Click Recurring List to open the Recurring Invoices screen, listing all active recurring invoices. From this screen, you can review all recurring invoices or cancel the recurrence of a specific invoice.
§ Click Template to open the Invoice Templates screen. From this screen, you can create invoice templates for common or standard orders.
§ Click Finance Charges to open the Finances Charges screen. From this screen, you can compute and apply finance charges to past-due customer invoices.
3. Select a customer from the drop-down list in the Customer field to view invoices for a specific customer.
If you do not specify a customer, the table displays invoices or credit memos from all customers.
4. Enter an invoice or credit memo number in the Reference # field. to view only that record, or leave the Reference # field blank to see all invoices or credit memos.
5. Specify filtering criteria for the invoices you want to view using the options in the Type, Payment, and Status fields:
You can display Invoices, Credit Memos, or Both, view Open, Paid, or All invoices, and review only Unprocessed or Processed invoices, or All invoices in the table.
6. Enter a date range for the invoices or credit memos you want to view in the From and To fields and click View.
The table changes to reflect the criteria you specified. Credit memos appear in the list as negatives in the Amount column.
You can click any column heading to sort the table in ascending order by that column, and click again to sort in descending order.
7. Click the number in the Reference # column to edit an open, unpaid or partially-paid invoice.
You can only edit invoices that have not been paid. If an invoice has been paid in part, you can only reprint it or generate a credit memo, and you can only reprint it if it has been paid in full.
8. Select the checkbox for a specific invoice or invoices in the Select column, click the Send button, and specify one of the following:
§ Select Print to print or reprint an invoice or credit memo. The entry in the Status column changes to reflect the updated print status of the invoice or credit memo.
§ Select Email to email a copy of the invoice or credit memo to the customer. The entry in the Emailed On column changes to reflect the latest date the invoice or credit memo was emailed to the customer.
§ Select Archive to archive the selected invoices to Cloud Cabinet.
Note: You can click the Select All or Clear All buttons at the top of the table to select or deselect all listed invoices and credit memos.
9. Click Excel to export all of the information in the Invoice List to an Excel spreadsheet.
You are prompted to open or save an Excel file containing the information from the Invoice List.
10. Click Add to create a new invoice, or click the entry in the Reference # column for an invoice or credit memo to open it for editing or further review.
The Customer Invoice screen appears, allowing you to create a new invoice, edit, delete, or void an existing, unpaid one, apply a credit or deposit, or generate a credit memo or an estimate.